Nagendra Vemulapalli Nagendra.vemulapalli@mail.wvu.edu Exam2 Overview Nagendra Vemulapalli Nagendra.vemulapalli@mail.wvu.edu

On the Exam Day Please get a valid photo Id(WVU ID/Driving license) on exam day compulsorily Otherwise you will not be allowed to take the test NoID=NO test!! The test will cover all topics of access!! You will have 10 minutes to review the test You will have 60 minutes to finish the test. The time provided goes beyond the scheduled class period, you should plan to arrive 15 minutes early and stay 15 minutes late on test day 4/14/2019 Nagendra Vemulapalli

Exam 2 Review The items covered here may or may not be on the exam. Other items not covered may be on the exam. Work out the home work assignments again so that you have sufficient practice and would be helpful in improving your speed as well!! Fair Game Text book Myitlab Lecture notes Assignment 4/14/2019 Nagendra Vemulapalli

Basics Database – stores information in various tables. Tables – each table has multiple fields ( name, age, address) where data can be stored. Record – complete set of all the data (fields) in a table. Fields are edited in DESIGN VIEW!!! Records are edited in DATASHEET VIEW!!! 4/14/2019 Nagendra Vemulapalli

Structure All data is organized in tables. Tables shouldn’t contain multiple accounts of similar information. If this occurs a new table should be made. Ex. Writing the same address for all the employees of at the same office when you could have a separate “Locations” table. 4/14/2019 Nagendra Vemulapalli

Tables Usually created from scratch or imported from Excel or an .xml file. Always has either a single primary key or two or more fields acting as a composite key. Primary key: The field that separates every record from every other record. Student ID # SSN# 4/14/2019 Nagendra Vemulapalli

Tables Design View Datasheet View Fields Add Records Primary Key COMPOSITE KEYS Data Types AutoNumber, Number, Currency Text, Memo Yes/No Lookup Wizard Datasheet View Add Records View Records Edit Records Delete Records 4/14/2019 Nagendra Vemulapalli

Tables Always create tables in Design view Add the Field Names ( Column Labels ) in Design View Flip from Design View to Datasheet View to enter the Records Field Names Records 4/14/2019 Nagendra Vemulapalli 8

Creating Tables – Contd. Select proper field names and data types Data Types: Text – when you are entering text, can be numeric or alphanumeric Memo – when you need more than 255 characters Number – when you are entering number: Single & Double – Use these field sizes to store DECIMAL numbers Integer & Long Integer – Use these field sizes to store WHOLE numbers Currency – when storing currencies Date/Time – when storing dates and times Auto Number – auto incrementing number – note it is sequential so if you delete a record the associated Auto Number is gone. So don’t panic if your auto numbers are missing some values 4/14/2019 Nagendra Vemulapalli

Making Relationships Make sure neither table is open when you are creating the relationships. If they are you will get an error. Always relate fields with the same Data Type and same Content In general related fields will have similar names – Country and Country Abbreviation, etc If the relationships aren’t set up properly it is very likely the queries won’t work 4/14/2019 Nagendra Vemulapalli 10

Forms with Subforms You can create a form with a subform by including fields from each of two tables that have an established relationship formed The main form will consist of data from the primary table and the subform will consist of data from the related table Create form by using wizard Create ribbon -> More Forms -> Form Wizard Click the “Tables/Queries” drop down to add all the fields you need Start with your first table (usually the “One”) and add some fields from it. Then add fields from your second table (usually the “Many) Hit Next You will see Form with subform at the bottom, if you don’t then either your relationships aren’t correct or you didn’t add the entries in properly 4/14/2019 Nagendra Vemulapalli

Reports Reports Again, use the Report Wizard Add in all fields as required Add in any viewing, grouping or sort levels 4/14/2019 Nagendra Vemulapalli

Queries Probably the most important area to focus your study time on. Criteria – AND vs. OR. Sorting – Left  Right Wildcards – ‘*’ Aliasing – ‘:’ Calculated fields – use Expression Builder!!! Total/Aggregate Queries Show/Hide Fields 4/14/2019 Nagendra Vemulapalli

Queries - tips In a Total Query, sometimes you want to use the same field more than once to get different calculations. Think about grades for an exam. We might want to find the Average and the Max and the Min. We find these using the same group of data (the exam grades). 4/14/2019 Nagendra Vemulapalli

Queries - tips When choosing which tables to use, use a few as possible. Even though two tables might have the same field, if you can create the query using only one table then do it. If you’re query looks correct but isn’t returning the correct number of results check if you’re using too many tables than needed. 4/14/2019 Nagendra Vemulapalli